How to manage a store vendor & their store vendor products

Appendix

• Accessing the Vendors Tool
• Vendors Tool - Main Page Overview
• Vendor Management
  • Creating a new vendor
  • Viewing and editing a vendor's details
• Store Vendor Product Management
  • Store Vendor Product (SVP) Page Overview
  • Manually adding a new store vendor product
  • Editing an existing store vendor product
  • Deleting a store vendor product
• Reviewing and Managing SVP Data Issues
  • Filtering for different data issues
  • Filtering & correcting missing data store vendor products

Accessing the Vendors Tool

The Vendors tool is located in the Back Office within lefthand menu by selecting Vendors & Ordering then Vendors from the dropdown.

Vendors Tool - Main Page Overview

1. Vendor Status Filter - Filter to view vendors based on their current status (e.g., active, inactive).

2. Vendor Column Headers

   1. Name - The name of the vendor.

   2. Store - The store associated with the vendor.

   3. Contact Name - The name of the on-file primary contact at the vendor.

   4. Contact Phone - The phone number for contacting the vendor.

   5. Status - The current status of the vendor (active or inactive).

3. New Vendor - Button for adding a new vendor to the system.

4. Vendor Search Bar - Search tool to quickly find vendors by name.

5. Vendor Status Button - Button for quickly updating a vendor's status.

Vendor Management

This section offers detailed instructions for how to manage a store's vendor list. Keep the store vendor list up-to-date in Back Office is a vital component of invoicing and cost tracking.

Creating a new vendor

1. In the Vendors tool, click New Vendor.

2. Fill in vendor details

   1. Typing the vendor’s name will automatically display suggestions from Vori’s database, showing any vendors already registered for quick selection.

3. Click Save.

Viewing and editing a vendor's details

1. In the Vendors tool, click directly on the vendor's name.

2. On the profile page of the selected vendor, click the Settings tab.

3. Scroll to review and edit any of the setting fields for the vendor.

4. Click Save to submit any changes to the vendor's settings.

Store Vendor Product Management

The Products tab within each vendor’s profile page allows stores to manage vendor products, link them to store products, and resolve data issues.

Store Vendor Product (SVP) Page Overview

1. Vendor Detail Tabs - Navigate between the two sections of the vendor profile, settings and products.

2. Data Issues Filter - Filter store vendor products with missing or duplicate data.

3. Search Filter - Dropdown to refine searches by name, barcode, or item code.

4. SVP Column Headers -

   1. Name - The name of the store vendor product.

   2. Barcode - The vendor-provided barcode.

      1. This may differ from the linked Store Product’s barcode, as barcode values are not automatically copied over during product mapping.

   3. Item Code - The vendor’s identifier for the product.

   4. Unit Volume - The quantity or package size.

   5. Cost - The vendor’s listed price.

   6. Retail Product - The linked store product within the store's product file.

5. SVP Line Item Select Button - Checkbox for selecting store products to be merged or deleted.

6. Search Bar - Tool to quickly find store vendor products.

7. New Item - Button for adding a new store vendor product.

8. SVP Detail Button - Button to view and edit store vendor product details.

Manually adding a new store vendor product

Store vendor products that are imported from the Invoices tool will be automatically included in that vendor's product file. Additionally, SVP's may be manually added for vendors by following the steps outlined below:

1. Open the vendor’s profile page and go to the Products tab.

2. Click New Item.

3. Enter product details such as vendor code, barcode, and cost.

4. Click Save.

Editing an existing store vendor product

When reviewing flagged data issues related to a vendor's store products, the editing feature easily allows corrections to be made:

1. Select the SVP detail button to the far right of the row for the product you intend to edit

2. Enter data into any missing fields for the product

   1. When entering a missing item code, a dropdown menu will automatically suggest any codes that are already on file for that vendor.

3. Click Save.

Deleting a store vendor product

If one or more Store Vendor Products (SVPs) are duplicated or no longer needed, they can be deleted to maintain clean vendor data:

1. Click the line item select button for any SVPs needing to be deleted.

   1. A prompt will appear on the bottom of the screen.

2. Select Delete on the prompt, then confirm this choice in the popup window.

Reviewing and Managing SVP Data Issues

This section covers how to find and merge duplicate Store Vendor Products (SVPs), and how to filter for and fill in missing fields like barcodes, item codes, and costs.
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Filtering for different data issues

Within a vendor's product page, use the Data Issues Filter to search and filter for incomplete or duplicate SVP entries. The different data issues that may occur are listed below, with problems that could result from each:

• Duplicate Data - Multiple SVPs referencing the same product can cause ordering, receiving, and invoice mapping confusion, leading to inaccurate inventory or vendor records.

• Missing Item Code - Inconsistent invoice mapping for a product if it relies on description matching.

• Missing Barcode - Inconsistent invoice mapping for vendors that don't use vendor item codes.

• Missing Case Size - Inaccurate unit cost for SVP.

• Missing Cost - No margin tracking on product linked to SVP.

Filtering & merging duplicate store vendor products

1. Within a vendor's product page, use the Data Issues Filter to filter for Duplicate Data.

2. Click the line item select button for two SVPs needing to be merged.

   1. A prompt will appear on the bottom of the screen.

3. Select Merge on the pop-up window at the bottom of the page.

4. On the Merge Duplicates screen, select individual traits from each of the store vendor products (SVPs) to carry over to the merged SVP.

5. Click the Continue to review button when ready.

6. Click the Merge Duplicates to finalize the merging process.

Filtering & correcting missing data store vendor products

1. Within a vendor's product page, use the Data Issues Filter to filter for missing vendor data, including:

   1. Missing Item Code

   2. Missing Barcode

   3. Missing Case Size

   4. Missing Cost

2. Click the SVP Detail Button to the far right of an SVP's row to open its detail page for editing.

3. Enter missing SVP data into the appropriate fields, then click Save when finished.